Revision Chart Version Primary Author(s) Description of Version Date

Transcription

1 Campus User Guide

2 Revision Chart Version Primary Author(s) Description of Version Date 1.0 Anthony Curley Initial Document 6/22/ Anthony Curley Added Approval steps 8/11/ Joe Goble Added Sort Order 9/19/ Daan De Brouckere Added Personalization details 11/14/ Christina Huntington Minor Edits 11/22/11 Rhodes College Page i of 29 InRhodes User Guide

3 Contents Revision Chart... i Contents Introduction Purpose Audience Overview General Main Site Navigation Navigate Up Site Access Edit Campus Home Page Checkout the Page for Editing Edit the Site Content Checking In and Submitting for Approval Popular Links/Applications Lists Open up All Site Content Popular Links Applications Campus Pages Actions Creating the New Page Creating a Campus News Page Creating a Campus Event Page Deleting a Page Site Permissions Add user to Members Group Remover User from Members Group Approval Process Reviewing a Submitted Page Troubleshooting Rhodes College Page 1 of 29 InRhodes User Guide

4 8.1. I cannot see the SharePoint Ribbon at the top of my page Rhodes College Page 2 of 29 InRhodes User Guide

5 1. I N T R O D U C T I O N 1.1. Purpose The purpose of this document is to provide users with instructions on how to use the InRhodes SharePoint system Audience The intended audience for this document is the end users of the InRhodes system. Rhodes College Page 3 of 29 InRhodes User Guide

6 2. O V E R V I E W The InRhodes site is available at In.Rhodes.edu. All requests for access and support should be sent to the Helpdesk General Helpdesk (901) helpdesk@rhodes.edu The InRhodes site provides a central site for internal communication for Rhodes College. The site provides an efficient, integrated, and effective means to communicate within the Rhodes community Main Site Navigation The main pages for the site are available from the top-level navigation. It allows you to easily navigate to the main areas of the site from any other page. Clicking the InRhodes logo at the top of the page will redirect you to the home page. Hovering your mouse over one of the navigation categories will bring up a horizontal sub-menu, with links to the main areas within the website Navigate Up Figure 1: Top-level navigation, with an example horizontal sub-menu up This button, which appears at the top of every page of the site, allows a user to quickly navigate back up through the site. Clicking the button opens up a hierarchy list from the main site to the current site, with a link to each step. Figure 2: Navigate Up site list Rhodes College Page 4 of 29 InRhodes User Guide

7 2.4. Site Access In order to access the InRhodes SharePoint site, a user must be granted access by the site administrators or site owners. Having permissions in one sub-site (example Main Campus site) does not imply having the same permissions in another subs-site (example Admissions department site). The following security groups have been defined: Visitors: Users who can only view published content. Members: Users who can view, update, delete, and add content. All content changes must be approved. Owners: Users who can view, update, delete, add, and perform administration actions on their site. All content changes must be approved. Approvers: Users can approve content changes Rhodes College Page 5 of 29 InRhodes User Guide

8 3. E D I T C A M P U S H O M E P A G E Users with the proper permissions for the campus site (InRhodes Owners and InRhodes Members) can edit the home page. Note that not all sections of the home page are editable; those areas that a user can actually edit are outlined in the image below. Figure 4: An example homepage, with the editable content outlined Rhodes College Page 6 of 29 InRhodes User Guide

9 3.1. Check Out the Page for Editing The first step in editing this page is to check it out, so that you are the only one editing it, and then enter edit mode. We will be using the SharePoint ribbon for this. If you click the Edit button on the ribbon, it should automatically check out the page and place you in edit mode. The top of your screen should now look like this: 3.2. Edit the Site Content You will see that the top Feature Spotlight area has a box around the content. This is the rich text box area that you can edit. If you click in this area you will see a format toolbar appear in the ribbon, similar to other Microsoft Office applications like Word. You can use this tool bar to edit text, images, links, and other items in the text box. Figure 5: The format toolbar that is used to edit content in the text boxes Figure 6: An example of the editable content box Rhodes College Page 7 of 29 InRhodes User Guide

10 3.3. Checking In and Submitting for Approval Once you have finished editing the page and are happy with the edits you have made, it is time to check the page back in and submit the page so that it can be approved. To do this go to your ribbon, on the Page tab, and click Check In. The below window will then show up, where you can leave a comment about the changes you made if you wish, and it will also spell check your website. From here you can continue to check out the page or cancel and continue editing. Hitting Continue will take you back to the page. You should see the following message at the top of the page: This means that your check-in has succeeded and it is now time to submit for approval. Go to the Publish tab on your ribbon and hit Submit. Rhodes College Page 8 of 29 InRhodes User Guide

11 This will bring you to a new window, where you will begin the approval workflow. After filling out the appropriate data in this window hit Start to being the workflow and alert the approvers (Approvers Group) that you have submitted the page. Once they view the page and approve, it will be published and the new content will be available for the public. Rhodes College Page 9 of 29 InRhodes User Guide

12 4. P O P U L A R L I N K S / A P P L I C A T I O N S L I S T S 4.1. Open up All Site Content To add a link to the Popular Links or Applications drop-down lists that will then be available to use for all visitors to the site, first go to Site Actions and then click View All Site Content. You are now viewing all of the content associated with your campus site. From here you will be able to add Popular Links or Applications. Rhodes College Page 10 of 29 InRhodes User Guide

13 4.2. Popular Links Click on page.. You should be taken to a list of all links available on the campus home Adding a link If a link you want to add, click In the window that opens up, enter URL address of your link. You can click (Click here to test) to make sure that your link is working. Be sure to enter a description: This is how the link will appear on the campus home page. Enter a numerical value for the sort order. This will determine the order in which items are displayed in the drop-down list. The value must be unique. When you re done, click Save to see your link added to the list. If the link should only be displayed for a sub-set of users, select the Items ribbon, and pull down the New Item menu. This will allow you to select Filtered Link. Rhodes College Page 11 of 29 InRhodes User Guide

14 Filtered Links can be targeted toward specific users based on their tags Deleting a Link If there is a link that you want to delete, move your mouse over the link. A checkbox should appear on the far left of that link click this checkbox and then click Delete Item in the List Tools Items tab. This should delete that link (or links if you selected multiple) from the list. Rhodes College Page 12 of 29 InRhodes User Guide

15 4.3. Applications, aka Tools Click on. You should be taken to a list of all application links available on the campus home page. (These have been relabeled in the dropdown box as Tools. ) Adding a link If a link you want to add, click In the window that opens up, enter URL address of your link. You can click (Click here to test) to make sure that your link is working. Be sure to enter a description: This is how the link will appear on the campus home page. Enter a numerical value for the sort order. This will determine the order in which items are displayed in the drop-down list. The value must be unique. When you re done, click Save to see your link added to the list Deleting a Link If there is a link that you want to delete, move your mouse over the link. A checkbox should appear on the far left of that link click this checkbox and then click Delete Item in the List Tools Items tab. This should delete that link (or links if you selected multiple) from the list. Rhodes College Page 13 of 29 InRhodes User Guide

16 Rhodes College Page 14 of 29 InRhodes User Guide

17 5. C A M P U S P A G E S A C T I O N S 5.1. Creating the New Page To create a news or event page, you re going to need to add a new page to the campus site. First, make sure that you are on the campus site (easiest way is to be on the InRhodes home page) and not a department or other subsite, then go to Site Actions and select New Page. A window will appear where you should enter the name of your new page. *CAUTION*: This name you enter will be part of the URL address for the page it cannot be changed once set. (You will have to ability to change only the page title as it appears in the navigation.) You will be taken to your new page, already checked out to you and already in edit mode. The next task is also very important: you must choose what type of page this will be (narrative, news, or event) and select the appropriate page layout Rhodes College Page 15 of 29 InRhodes User Guide

18 5.2. Creating a Campus News Page To set up a Campus News Page, go to the Page tab on your new page s ribbon, and click Page Layout. Scroll down to Campus News Page and click it. You should see a waiting window, and then be taken back to the site, with the content reformatted to be a Campus News Page. From here you ll be able to edit content in the highlighted areas below. Please note: the Subtitle field will not appear on the actual page this is used on the home page where the news item is included in a list. Once you have finished editing the page and are happy with the edits you have made, it is time to check the page back in and submit the page so that it can be approved, and then other users will be able to see the changed content. To do this go to your ribbon, on the Page tab, and click Check In. Rhodes College Page 16 of 29 InRhodes User Guide

19 The below window will then show up, where you can leave a comment about the changes you made if you wish, and it will also spell check your website. From here you can continue to check out the page or cancel and continue editing. Hitting Continue will take you back to the page. You should see the following message at the top of the page: This means that your check in has succeeded and it is now time to submit for approval. Go to the Publish tab on your ribbon and hit Submit. This will bring you to a new window, where you will begin the approval workflow. After filling out the appropriate date in this window, hit Start to being the workflow and alert the approvers Rhodes College Page 17 of 29 InRhodes User Guide

20 (Approvers Group) that you have submitted the page. Once they view the page and approve, it will be published and the new content will be available for the public Creating a Campus Event Page To set up a Campus Event Page, go to the Page tab on your new page s ribbon, and click Page Layout. Scroll down to Campus Event Page and click it. You should see a waiting window, and then be taken back to the site, with the content reformatted to be a Campus Event Page. From here you ll be able to edit content in the highlighted areas below. Rhodes College Page 18 of 29 InRhodes User Guide

21 Please note: the Subtitle field will not appear on the actual page this is used on the home page where the event item is included in a list. Please also note that you cannot finish this page without entering at least one tag value. These tag fields only accept predefined values, which you can access by clicking the next to a tag field. This will pull up a window through which you can browse and select the appropriate value. An example is shown below. Once you ve highlighted a value, click Select >> and then OK Rhodes College Page 19 of 29 InRhodes User Guide

22 Once you have finished editing the page and are happy with the edits you have made, it is time to check the page back in and submit the page so that it can be approved, and then other users will be able to see the changed content. To do this go to your ribbon, on the Page tab, and click Check In. The below window will then show up, where you can leave a comment about the changes you made if you wish, and it will also spell check your website. From here you can continue to check out the page or cancel and continue editing. Rhodes College Page 20 of 29 InRhodes User Guide

23 Hitting Continue will take you back to the page. You should see the following message at the top of the page: This means that your check in has succeeded and it is now time to submit for approval. Go to the Publish tab on your ribbon and hit Submit. This will bring you to a new window, where you will begin the approval workflow. After filling out the appropriate date in this window, hit Start to being the workflow and alert the approvers (Approvers Group) that you have submitted the page. Once they view the page and approve, it will be published and the new content will be available for the public. Rhodes College Page 21 of 29 InRhodes User Guide

24 5.4. Deleting a Page To delete a page, navigate to the page you d like to delete. Under the Page tab of your ribbon, you should see a Delete Page button. After a confirmation window, your page will be deleted and you will be redirected to the campus home page. Rhodes College Page 22 of 29 InRhodes User Guide

25 6. S I T E P E R M I S S I O N S This section is for actions available only to InRhodes Owners To get to Site Permissions, click on Site Actions and then Site Permissions 6.1. Add user to Members Group If you want to add new users to the InRhodes Members permissions group, go to Site Permissions. Once there, you will see a list of the permission groups for the main section of InRhodes. Click on the InRhodes Members group. You will see a list of the users in this group. Click on the a new user. button to add In the window that shows up, type the name or username of the users you wish to add to the InRhodes Members group. Clicking the will check the names you have entered to make sure they actually refer to users of the site. Clicking the button will open a directory of users from which you can select the ones you want to add. An will be sent to these users informing them of their new permissions. If you want to change the s subject line or add a personal message that they will all see, you can do so here. Once you ve listed all your desired users, click OK and they will be added to the InRhodes Members group and be sent the welcome . Rhodes College Page 23 of 29 InRhodes User Guide

26 6.2. Remove User from InRhodes Members Group If you want to remove users from the InRhodes Members permissions group, go to Site Permissions. Once there, you will see a list of the permission groups for your campus. Click on the InRhodes Members group. You will see a list of the users in this group. Next to each user should be a checkbox check the box of those users you would like to remove. Once you have, click on Actions and then Remove Users from Group. After a confirmation window, the users will be removed. Rhodes College Page 24 of 29 InRhodes User Guide

27 7. A P P R O V A L P R O C E S S This section is for actions only available to users with Approval permissions (Approvers Group) 7.1. Reviewing a Submitted Page If a page has been submitted for approval, and you have the proper permissions to approve/publish that page, a notification will be sent to you. From there you can visit the page. At the top you should see this yellow bar: Note that the page will appear to you as it was submitted and not how it is currently published (if at all). This allows you to review all changes and additions made to the page by the submitter before deciding whether or not to make the page public. Please review the page carefully. Once you ve reviewed the page, go to the Publish tab of your ribbon. Here you will see two choices for the page, and Approving a page If you approve of the page exactly has been submitted, click the option. You will be prompted with a new window, in which you may leave comments about the page and why you choose to approve it. Once you ve finished leaving a comment, click the Continue button. Rhodes College Page 25 of 29 InRhodes User Guide

28 You should now be redirected back to the page, without the yellow bar that was there previously. The page has now been published and all of its changes made public Rejecting a Page If you do not approve of the page and the content that was submitted, click the button. You will be prompted with a new window, in which you may leave comments about the page and why you choose to reject it. Once you ve finished leaving a comment, click the Continue button. You should now be redirected back to the page, with the following bar at the top: Note: While you did successfully reject the changes made to the page, the content shown will still be what was submitted. The public version of the page will not contain any of the rejected changes, and when someone tries to edit the page they will see the Rejected status you have set the rejected content is left so that an editor can view and make changes before attempting to re-submit. Rhodes College Page 26 of 29 InRhodes User Guide

29 8. T R O U B L E S H O O T I N G 8.1. I cannot see the SharePoint Ribbon at the top of my page If you do not see the SharePoint Ribbon when you are viewing one of the InRhodes pages, it could be one of two reasons. 1. You do not have permissions to make changes to the current page If you only see the Navigate Up button at the top of your screen, and no Site Actions button, then you are only a viewer for the current page and cannot make alterations. If you should be a member or owner for the current page please contact helpdesk@rhodes.edu. 2. The ribbon needs to be opened Go to Site Actions at the top of the page and select Show Ribbon Rhodes College Page 27 of 29 InRhodes User Guide